Using Mindfulness to Focus When Deadlines are Looming

You’re diligently working away on a regulatory document that’s due tomorrow morning, when you get an

email from the study team that they want to make a last-minute, rather involved, change to one section. Of course, you’re happy to make the change to ensure an accurate and well-thought-out document, but that will probably mean a couple extra hours of work tonight. And you know what happens next, right? Suddenly, Word locks up and nothing you do fixes it. Time to get help from IT, but they’re not immediately available. Grrrr…why does it always happen like this?! You’re about to scream—but instead you take a deep breath. And, lo and behold, a little bit of calmness sets in, along with a small dose of rationality. It’s not the end of the world, you tell yourself. This will all work out; it always does. 

Whether you knew it or not, you were practicing mindfulness.  

One definition of mindfulness is the “practice of learning to focus attention on moment-by-moment experience with an attitude of curiosity, openness, and acceptance.” 

Psychologytoday.com notes that mindfulness includes awareness and focus on present experiences and acceptance of those experiences and thoughts, without judgement or avoidance. 

With foundations in Buddhist and Hindu beliefs, mindfulness practices are now commonly used in Western cultures, too, both in everyday life and as part of specific psychotherapies. One therapeutic technique, mindfulness-based stress reduction (MBSR), has been shown to be as effective as escitalopram (a drug commonly used to treat anxiety) in improving work performance in people with anxiety disorders.² Preliminary results studying another technique called mindfulness-based attention training, or MBAT, indicate that MBAT can help stop your mind from wandering away from the task at hand. Not only that, but the study showed that MBAT can be easy to implement in a workplace setting.³  

So, are you ready to give mindfulness a try? 

Below are some mindfulness practices for regulatory writers to help them stay calm, focused, and present during high-pressure projects. 

1. Mindful Breathing 

• Practice: Take a few minutes to focus on your breath. Inhale deeply through your nose, hold for a few seconds, and exhale slowly through your mouth. 

• Benefit: This helps calm the mind and reduce stress, making it easier to focus on the task at hand. 

2. Single-Tasking 

• Practice: Focus on one task at a time instead of multitasking. Set a timer for 25 minutes (Pomodoro Technique) and dedicate that time solely to writing. 

• Benefit: This enhances concentration and productivity, allowing for more thoughtful and clear writing. 

3. Body Scan Meditation 

• Practice: Spend a few minutes scanning your body from head to toe, noticing any areas of tension and consciously relaxing them. 

• Benefit: This practice helps release physical tension and brings your awareness back to the present moment. 

4. Mindful Breaks 

• Practice: Take short, mindful breaks throughout your workday. Step away from your desk, stretch, or take a brief walk while paying attention to your surroundings (i.e., leave your phone behind!). 

• Benefit: These breaks can rejuvenate your mind and body, helping to prevent burnout and maintain a high level of focus. 

5. Gratitude Journaling 

• Practice: At the end of each day, write down 3 things you are grateful for that are related to your work or personal life. 

• Benefit: This practice shifts your focus to positive aspects, reducing stress and fostering a more positive mindset. 

6. Mindful Listening 

• Practice: When receiving feedback or discussing projects with colleagues, practice active listening. Focus fully on the speaker without planning your response while they are talking. 

• Benefit: This improves communication and helps you understand feedback more clearly, leading to better revisions and submissions. 

7. Visualization 

• Practice: Spend a few minutes visualizing the successful completion of your project. Imagine the steps you will take and the positive outcomes. 

• Benefit: Visualization can boost confidence and reduce anxiety about deadlines and high-stakes reviews. 

8. Mindful Writing 

• Practice: Before starting your writing session, set an intention for what you want to achieve. As you write, periodically check in with yourself to ensure you are staying on track. 

• Benefit: This keeps your writing focused and aligned with your goals, leading to clearer and more thoughtful submissions. 

  
  

By incorporating these mindfulness practices into your daily routine, you can cultivate a calm, focused, and present mindset, even during high-pressure projects. This will not only improve the quality of your writing but also enhance your overall well-being. So, the next time it seems that everything is crashing down just when you have a tight deadline to meet, take a breath…take a walk…take a moment to reflect…and you’ll see that everything will turn out just fine.  

REFERENCES 

• Marchand, William R. MD. Mindfulness-Based Stress Reduction, Mindfulness-Based Cognitive Therapy, and Zen Meditation for Depression, Anxiety, Pain, and Psychological Distress. Journal of Psychiatric Practice 18(4):p 233-252, July 2012. | DOI: 10.1097/01.pra.0000416014.53215.86. 

• Oft AC, Philip S, Holz E, Sathi S, Geng X, Hoge E. Effect of meditation or escitalopram on work performance in patients with anxiety disorders. J Affect Disord. 2024 Nov 1;364:104-107. doi: 10.1016/j.jad.2024.08.019. Epub 2024 Aug 10. PMID: 39134156. 

• Price MM, Zanesco AP, Denkova E, Barry J, Rogers SL, Jha AP. Investigating the protective effects of mindfulness-based attention training on mind wandering in applied settings. Front Psychol. 2023 Dec 28;14:1232598. doi: 10.3389/fpsyg.2023.1232598. PMID: 38213609; PMCID: PMC10781831.